Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative amp; Events Associate, Department of Computer Science in Austin, Texas
Admin and Events: Execute and oversee logistics from start to finish for internal and external events at CS, ranging from recruiting events, corporate visits, receptions, staff lunches and appreciation events. Duties include, but not limited to, collaborating with CS Department leads and CS Office of External Affairs to coordinate space and technical needs for events, create event production timelines, and collaborate with event owners to ensure that timelines and priorities are met. Determine on-site staffing needs and communicate schedules/responsibilities for events. Ensure events are staffed, as needed. Research vendors and serve as primary point of contact. Coordinate with the CS Business Team on vendor contracts and execution of vendor payments. Track and maintain event expenses and budgets. Develop metrics to measure event success and provide recommendations for improvement. Maintain detailed recaps and support documents.Financials and Compliance:Ensure all gift and sponsorship funds are processed in an accurately and timely manner for theOffice of External Affairs. Proactively identify necessary contract renewals, agreements, payments, and invoices, and prepare reports on funding forecasts and results. Ensure verification of program compliance and all necessary compliance documentation,including managing the budget for the Office of External Affairs.Data and Reporting:Maintain current data in all internal client management systems, including Excel, VIP, Smartsheets, etc. Monitor media activity and assist with identifying new alumni and corporate prospects. Create and generate reports and survey systems to measure program success. Perform research and develop graphs, charts, spreadsheets, and associated correspondence and presentation materials to communicate results to leadership. Drive documentation and creation of templates, plans, and frameworks for handling new and existing projects to support efforts of streamlining operations. Document, create and refine work flows.Student employment: Hiring, onboarding and managing student worker